Welcome to the new Nebraska Transit Invoice System!

Transcription

1 Welcome to the new Nebraska Transit Invoice System! Welcome to the new Nebraska Transit Invoice System! These stepby-step instructions will show you how to set up a User Account and begin using the new system to create and submit invoices. Step 1: Open or Download Google Chrome Step 2: The Invoice Website Step 3: Create a New User Account Step 4: Logging In Step 5: Creating and Submitting Your First Invoice Step 5a: Operating Revenue Worksheet Step 5b: Local Matching Funds Worksheet Step 5c: Operating Personnel Expenses Worksheet Step 5d: Operating Expenses: Fuel or Oil Worksheet Step 5e: Non-Operating Expenses (Personnel) Worksheet Step 5f: Vehicle Maintenance Expenses (Other Non-Operating) Worksheet Step 5g: Other Non-Operating and Capital Expenses Worksheet Step 5h: Operating Statistics Worksheet Step 5i: Draft Invoices Overview Step 6: Viewing Summaries and Submitting Invoices

2 Step 1: Open or Download Google Chrome (Note: this step only has to be done once you may skip it if you already have Chrome) The invoice system is not compatible with older versions of Mozilla Firefox or Internet Explorer. The best and easiest way to use the invoice system is through the Google Chrome web browser. The Internet Explorer and Mozilla Firefox icons look like this: The Google Chrome icon looks like this: If you do not have Google Chrome on your computer, it is free and easy to install in a matter of minutes using the instructions on the next page. NOTE: the invoice system is compatible with Mozilla Firefox or Internet Explorer, but only if those programs are up-to-date with the latest version. For ease of use, we recommend installing and/or using Google Chrome.

3 Step 1: Downloading Google Chrome 1. Open a web browser, such as Mozilla Firefox or Internet Explorer. 2. Click this link, or copy/paste it into the web search bar: You will arrive at a screen that looks like this: 3. Click Download Chrome. (Highlighted in red above)

4 Step 1: Downloading Google Chrome You will reach the terms and conditions page: You may or may not choose to set Chrome as your default browser by clicking the box marked Set Google Chrome as my Default Browser. (Seen above, highlighted in blue.) Click Accept and Install. (Seen above, highlighted in red.) At the bottom of your screen, this icon will pop up. Click it:

5 Step 1: Downloading Google Chrome Now this window will pop up: The program is completely secure, and will not harm your computer. Click Run. After clicking Run, the following box will pop up. Click Yes.

6 Step 1: Downloading Google Chrome The program will begin downloading on your computer. In a few moments, the program will finish installing and the Google Chrome icon will appear on your desktop. You will now be able to use Google Chrome to access and use the invoice system.

7 Step 2: The Invoice Website Open Google Chrome and visit the following link to access the new invoice system: You will arrive at the login screen for the new invoice system. From this screen, you can create a new account or access an existing account. First-time users must create a new account by following the directions in step 3.

8 Step 3: Create a New User Account Create a new user account by following these steps. From the Login to your Dashboard screen, click Sign Up. You will arrive at this screen:

9 Step 3: Create a New User Account Select your Transit Provider Name from the dropdown menu. If your Transit Provider Name is not listed in the dropdown menu, click Contact Administrator (highlighted above in red), which will open a pre-addressed to the Nebraska Transit Support Team. Please specify in this that you were unable to locate your transit provider name, and someone from our team will you back as soon as possible.

10 Step 3: Create a New User Account After selecting your Transit Provider Name from the dropdown menu, create a Username in the space provided (at right, highlighted in yellow). Your Username should be 5-10 characters in length. Next, create a Password in the space provided. Passwords should be 5-10 characters in length (pictured at right highlighted in green). Retype your Password in the space provided (pictured at right, also highlighted in green). Next, in the space provided, type in the address that you wish to be associated with this system (pictured at right, highlighted in orange). Click on the underlined Terms of Use, which will bring up the Terms of Use page. After reading the Terms of Use, click the box next to I agree to the terms of use to proceed (at right, highlighted in black) Click Create Account! From here, you will be redirected to the Login Screen. You have now created an account, and are ready to login (at right, highlighted in red). To login, follow the instructions in Step 4.

11 Step 4: Logging In From the Login Screen, enter your new username and password to login. If you forgot your password, click Forgot Password? and follow the instructions to retrieve your password. If you forgot your username, you can still login by using the address you entered in Step 2. After clicking Login, you will be directed to the Dashboard Page (see next page). The Dashboard Page is like a home base.

12 Step 4: Logging In The dashboard page looks like this: From the dashboard page, you can begin a new invoice by following the instructions in step 5. From the Dashboard Page, you can: Create a new invoice. View and change your previous invoices or draft invoices, or see the see the status of any invoices that are currently in-progress. View the amount of your remaining State and Federal funds.

13 Step 5: Creating and Submitting Your First Invoice To begin a new invoice, from the Dashboard Page, click Invoices in the left-hand navigation bar. Next, click Submit a new invoice. You will arrive at the first invoice data entry worksheet, Operating Revenue. The first worksheet looks like this: There are eight worksheets in total. You can navigate forward and backwards through the worksheets by clicking on the Prev and Next arrows on the top right. NOTE: You must save each worksheet as you go. You will not be allowed to view a final summary (discussed in a later slide) until each individual worksheet has been saved. The save button can be found at the bottom of each worksheet.

14 Step 5a: Operating Revenue Worksheet In the first worksheet, Operating Revenue, you will see a series of columns with labels at the top, i.e., Date, Record No., Regular Fares, etc. To fill out the worksheet, click on the first empty cell under the Date column. A pop-up calendar will appear. Click on the correct date for this entry (To choose a different month, use the arrows at the top of the calendar [shown at bottom right, highlighted by red boxes]). Next, click on the first empty cell under the Record No. column. Enter the correct record number. The Record number is yours to choose following your current practices.

15 Step 5a: Operating Revenue Worksheet Then, click on the first empty cell under Reduced Fares (highlighted below in red). Enter the correct number. Do the same for Other Rev (highlighted below in blue). Note: For non-entries, simply leave the cell blank. Continue working left to right until you have made an entry into each column. Note: the last column provides a space to leave comments and is required if other revenue is entered.

16 Step 5a: Operating Revenue Worksheet To begin a new row, click on the next empty Date cell and work left to right, as previously. If you run out of rows, click Add 10 Rows. This button can be found at the bottom of the worksheet (seen below highlighted in red).

17 Step 5a: Operating Revenue Worksheet You can also upload supporting documents any time by dragging and dropping files into the Drop Files to Upload box located at the bottom of the page. Please wait for each of your files to finish uploading before moving on. When each file has been loaded, a checkmark will appear.

18 Step 5a: Operating Revenue Worksheet If you do not wish to drag and drop files, click on the box to browse for the file you want to upload. The following box will pop up. Browse until you find the file you wish to upload.

19 Step 5a: Operating Revenue Worksheet When you have finished entering data into the Operating Revenue worksheet, click Save Worksheet. It is both a requirement and a best practice for you to save your work as you go. Each worksheet has a Save Worksheet button at the bottom of each table.

20 Step 5a: Operating Revenue Worksheet To begin on the next worksheet, click Next.

21 Step 5b: Local Matching Funds Worksheet To begin entering data, click the first empty cell in the Date column to select a date. A dropdown menu will appear, just like the one in the Operating Revenue Worksheet. Next, enter a Matching Funds Source in the 2 nd column, Matching Funds Source.

22 Step 5b: Local Matching Funds Worksheet Enter the correct amount in the 3 rd column, Amount. Remember, you can leave comments in the Comments column.

23 Step 5b: Local Matching Funds Worksheet Finally, drag-and-drop any supporting documents intow Drop Files to Upload box, or, simply click on the box to select the correct file to upload. Wait until the first file has finished uploading before adding additional files. Files have finished uploading when you see the green check mark. To remove a file once you have uploaded it, simply click Remove. Begin your next invoicing entry in the 2 nd row. Continue working until you have entered all of your data. If you need more rows, click Add 10 Rows.

24 Step 5b: Local Matching Funds Worksheet Remember to save your work before moving onto the next worksheet! To move to the next invoicing worksheet, click Next.

25 Step 5c: Operating Personnel Expenses Worksheet To begin entering data, click the first empty cell to enter a date in the Date column. Next, enter the correct personnel name in the Name column.

26 Step 5c: Operating Personnel Expenses Worksheet Then, select the correct personnel position from the dropdown menu in the Position column. Next, enter the correct salary into the Salaries column.

27 Step 5c: Operating Personnel Expenses Worksheet Enter Employer Costs in the Employer Costs column. Next, enter the correct percent of time into the % of Time column. Percent of time is the percent of a normal workweek that a personnel member usually spends working in a transit-related capacity. For example, if a personnel member spends 75% of his or her time working in a transit-related capacity, enter 75% into this column.

28 Step 5c: Operating Personnel Expenses Worksheet Next, enter the correct subtotal into the Subtotal column. Enter the correct total into the Total column.

29 Step 5c: Operating Personnel Expenses Worksheet Finally, drag-and-drop any supporting documents into the Drop Files to Upload box, or, simply click on the box to select the correct file to upload. Wait until the first file has finished uploading before adding additional files. Files have finished uploading when you see the green check mark. To remove a file once you have uploaded it, simply click Remove. Begin your next invoicing entry in the 2 nd row. Continue working until you have entered all of your data. If you need more rows, click Add 10 Rows.

30 Step 5c: Operating Personnel Expenses Worksheet Remember to save your work before moving onto the next worksheet! To begin on the next worksheet, click Next.

31 Step 5d: Operating Expenses (Fueld or Oil) Worksheet To begin entering data, click the first empty cell to enter a date in the Date column. Next, select fuel or oil from the dropdown menu in the Fuel/Oil column.

32 Step 5d: Operating Expenses (Fueld or Oil) Worksheet Select the correct vehicle type from the dropdown menu in the Vehicle column. If your vehicle is not listed in the dropdown menu, please Kari Ruse, NDOR Transit Liaison Manager, at Next, enter the correct odometer reading into the Odometer EOM column.

33 Step 5d: Operating Expenses (Fueld or Oil) Worksheet Enter the correct cost into the Cost column. Enter the number of gallons into the Gallons column.

34 Step 5d: Operating Expenses (Fueld or Oil) Worksheet Next, enter a description into the Description column. Finally, drag-and-drop any supporting documents into the Drop Files to Upload box, or, simply click on the box to select the correct file to upload. Wait until the first file has finished uploading before adding additional files. Files have finished uploading when you see the green check mark. To remove a file once you have uploaded it, simply click Remove.

35 Step 5d: Operating Expenses (Fueld or Oil) Worksheet Begin your next entry in the 2 nd row. Continue working until you have entered all of your data. If you need more rows, click Add 10 Rows. Remember to save your work before moving onto the next worksheet! To begin on the next invoicing worksheet, click Next.

36 Step 5e: Non-Operating Expenses (Personnel) Worksheet To begin entering data, click the first empty cell to enter a date in the Date column. Next, enter the first personnel name in the Name column.

37 Step 5e: Non-Operating Expenses (Personnel) Worksheet Select the correct position from the dropdown arrow in the Position column. Enter the correct salary into the Salaries column. v

38 Step 5e: Non-Operating Expenses (Personnel) Worksheet Enter employer costs into the Employer Costs column. v Next, enter the correct percent of time into the % of Time column. Percent of time is the percent of a normal workweek that a personnel member usually spends working in a transit-related capacity. For example, if a personnel member spends 75% of his or her time working in a transit-related capacity, enter 75% into this column. v

39 Step 5e: Non-Operating Expenses (Personnel) Worksheet Next, enter the correct subtotal into the Subtotal column. Enter the correct total into the Total column.

40 Step 5e: Non-Operating Expenses (Personnel) Worksheet Finally, drag-and-drop any supporting documents into the Drop Files to Upload box, or, simply click on the box to select the correct file to upload. Wait until the first file has finished uploading before adding additional files. Files have finished uploading when you see the green check mark. To remove a file once you have uploaded it, simply click Remove. Begin your next entry in the 2 nd row. Continue working until you have entered all of your data. If you need more rows, click Add 10 Rows.

41 Step 5e: Non-Operating Expenses (Personnel) Worksheet Remember to save your work before moving onto the next worksheet! To begin on the next invoicing worksheet, click Next.

42 Step 5f: Non-Operating Expenses (Personnel) Worksheet To begin entering data, click the first empty cell to select a date in the Date column. Select the correct vehicle type from the dropdown menu in the Vehicle column. If your vehicle is not listed in the dropdown menu, please Kari Ruse, NDOR Transit Liaison Manager, at kari.ruse@nebraska.gov.

43 Step 5f: Non-Operating Expenses (Personnel) Worksheet Enter the correct vendor/payee into the Vendor/Payee column. Enter the correct amount into the Amount column.

44 Step 5f: Non-Operating Expenses (Personnel) Worksheet Enter a description into the Description column. Finally, drag-and-drop any supporting documents into the Drop Files to Upload box, or, simply click on the box to select the correct file to upload. Wait until the first file has finished uploading to add additional files. Files have finished uploading when you see the green check mark. To remove a file once you have uploaded it, simply click Remove.

45 Step 5f: Non-Operating Expenses (Personnel) Worksheet Begin your next entry in the 2 nd row. Continue working until you have entered all of your data. If you need more rows, click Add 10 Rows. Remember to save your work before moving onto the next worksheet! To begin on the next worksheet, click Next.

46 Step 5g: Other Non-Operating and Capital Expenses Worksheet To begin entering data, click the first empty cell to enter a date in the Date column. Select the correct expense category from the dropdown menu in the Expense Category column.

47 Step 5g: Other Non-Operating and Capital Expenses Worksheet Next, enter a description in the Description column. Enter the correct amount into the Amount column.

48 Step 5g: Other Non-Operating and Capital Expenses Worksheet Finally, drag-and-drop any supporting documents into the Drop Files to Upload box, or, simply click on the box to select the correct file to upload. Wait until the first file has finished uploading to add additional files. Files have finished uploading when you see the green check mark. To remove a file once you have uploaded it, simply click Remove. Begin your next entry in the 2 nd row. Continue working until you have entered all of your data. If you need more rows, click Add 10 Rows. Remember to save your work before moving onto the next worksheet!

49 Step 5g: Other Non-Operating and Capital Expenses Worksheet To begin on the final invoicing worksheet, click Next.

50 Step 5h: Non-Operating Expenses (Personnel) Worksheet Enter the correct number of vehicle revenue hours into the first row, Vehicle Revenue Hours.

51 Step 5h: Non-Operating Expenses (Personnel) Worksheet Enter the correct number of vehicle miles traveled into the 2 nd row, Vehicle Miles Traveled. Enter the number of passenger boardings into the 3 rd row, Passenger Boardings.

52 Step 5i: Draft Invoices Overview Enter in the full name of the individual who prepared the document in the row labelled Document Prepared By (name). In the next tab, add the preparer s title. In the final tab, add the date.

53 Step 6: Viewing Summaries and Submitting Invoices Next, enter the full name of the individual who must approve the final document. Add their title and the date. Don t forget to save your worksheet before moving on to the next step: summary.

54 Step 6: Viewing Summaries and Submitting Invoices If you are working on an invoice and would like to stop and finish later, first make sure you have saved your progress on each worksheet. Next, simply close the program. Your in-progress invoice will be waiting as a Draft Invoice on the dashboard page. You can return to your dashboard page at any time by selecting Dashboard from the sidebar menu: To continue working on a draft invoice, Simply select the invoice from the Draft Invoices window. The invoice will open, allowing you to pick up where you left off. (Drafts pictured below are examples only.) Now you are ready to review and submit your invoice by following the directions in Step 6.

55 Step 6: Viewing Summaries and Submitting Invoices When you have completed the final worksheet, Operating Statistics, you will be ready to review and submit your invoice. First, click Summary.

56 Step 6: Viewing Summaries and Submitting Invoices You will be taken to the Summary page, which will be auto-populated with your data. The Summary Page looks like this:

57 Step 6: Viewing Summaries and Submitting Invoices From the Summary page, you can review all of the information you have entered for this invoice. If you find incorrect information, you can navigate back to the corresponding worksheet using the Prev and Next arrows. Reenter the correct information in the corresponding cell and click Save Worksheet. After making corrections, you can navigate back to the final worksheet using the Next arrow, then click Summary to get back to the Summary Page.

58 Step 6: Viewing Summaries and Submitting Invoices When you are sure all of the information you have entered is correct, click Submit Invoice to submit the invoice.

59 Step 6: Viewing Summaries and Submitting Invoices Congratulations! You have just submitted your first invoice using the new system! NOTE: You cannot submit a new invoice until the previous invoice has been submitted and accepted. You can also cancel an invoice by clicking Cancel Submission. Clicking Cancel Submission will NOT lose your work, but will allow you to return to the worksheets to make changes. Navigate through the worksheets using the Prev and Next buttons to make changes on a specific worksheet. To see your old invoices, simply select the invoice you wish to view from the Previous Invoices window on the Dashboard Page.

60 Step 6: Viewing Summaries and Submitting Invoices You cannot work on previously submitted invoices, but you can upload supporting documents to previous invoices. Simply select the previous invoice to open it. Then, navigate to the correct worksheet using the Prev and Next arrows. Then, drag and drop files into the Drop Files to Upload box, or click on the box to browse for the correct file to upload.